Request for Qualifications Architectural Analysis Programming and Planning for the Clear Creek County Courts Wing Remodel Project Georgetown, Colorado

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1 Request for Qualifications Architectural Analysis Programming and Planning for the Clear Creek County Courts Wing Remodel Project Georgetown, Colorado PURPOSE The Clear Creek Board of County Commissioners seeks to retain an Architectural Firm to program, and develop conceptual plans for the Clear Creek County Courts Wing Remodel Project at the main courthouse building in Georgetown. The purpose of this Request-for-Qualifications is to obtain relevant information, credentials, qualifications, experience and a proposed Project Approach from interested Architectural Firms to inform the Board for selection of an Architect for the Project. The awarded architect will have successfully demonstrated the understanding and methodology of delivering a program to the County of Clear Creek that can meet all the informational objectives stated in the Scope of Services section of this Request-for- Qualifications. The Colorado Judicial Branch joins the Legislative and Executive Branches to form the government of the State of Colorado. The Judicial Branch is charged with two responsibilities: resolving disputes and supervising offenders on probation. The Judicial Branch includes the Colorado Supreme Court, Colorado Court of Appeals as well as district and County courts served by 285 justices and judges in 22 judicial districts across the state. The judicial needs of the residents of Clear Creek County are provided by the 5 th Judicial District currently comprised of five District Judges and four County Judges. Current population of Clear Creek County as reported by the State Demographers Office is Over the past 15 years, the population of Clear Creek County has both grown and decreased. The demographer s office expects our population to grow in the next 20 years. The existing Clear Creek County Courts Wing no longer meets the judicial needs of the County. The State of Colorado and Clear Creek County recognize the need to provide an updated Courts Wing to meet the growing needs of Clear Creek County. The intent of the Clear Creek County Commissioners is that the Courts/Probation offices construction project be located on the same site and physically attached. Clear Creek County currently owns the proposed property. In addition to the Courts, and Probation department, it is possible that the County District Attorney may also share this office space. A space assessment of the District Attorney facility requirements and their functional space needs should be incorporated into this program. Page 1 of 8

2 PROJECT DESCRIPTION Located at 405 Argentine Street, Georgetown, Colorado, the existing Clear Creek County Judicial wing has served the residents of Clear Creek County since Although some fascia renovations were performed, the facility has not been effectively modernized as far as major infrastructure and fixtures. The courtrooms, ancillary and support spaces, security, circulation and building systems are occupied well beyond their capacity to effectively serve the current and future needs of the 5 th Judicial District. With the pending closure of our largest taxpayer, Henderson Mine, the time to upgrade the courts wing is now. Declining revenues are expected over the next 10 years until the mine closes in Overview of Program Information obtained from previous Judicial Building space analysis and related studies will be made available to submitting A/E Teams. 1. Prepare judicial architectural program and space assessment for both immediate and projected needs of the Clear Creek County Courts and Probation. The intent of this program is to develop proposals, concepts and cost estimates to modernize and renovate the existing court and probation areas to better serve staff and improve customer service. This process may review documentation recently prepared by the Colorado Judicial Facilities Department as a basis for design. The programming architect will verify all room type, room quantities and spatial requirements to meet the goal of this program. 2. Information regarding the space needs of the District Attorney was proposed one year ago and the draft plans for that request are available for review. This data should be assessed through the interview with representatives of the District Attorney s office. SCOPE OF SERVICES The programming scope for the courts wing will be a combined undertaking by the selected A&E firm; however, because of agency specific funding sources, program fees will be broken out by two categories. Fees associated with the development of the District Attorney s office will be listed separately from fees of the judicial program. Any programming fees associated with additional courthouse tenants, such as the Probation Department, will be combined with the judicial fee proposal. Program fees which share common elements, such as zoning, parking and site programming can be divided equally between the two proposals. Page 2 of 8

3 COURTS/PROBATION/DISTRICT ATTORNEY PROGRAM PLAN Judicial Program 1. Judicial Space Programming/ Space Needs & Standards; 2. Judicial Operational Analysis and Adjacencies; 3. Site Planning and Future Expansion; 4. Zoning, Parking, and Traffic Requirements; 5. Conceptual Design/Conceptual Elevation; and 6. Preliminary Cost Estimate. Additional Potential Courthouse Remodel Tenants: 1. District Attorney Operational Analysis Space Needs and Standards 2. District Attorney Space Programming 3. Potential other building tenants a. Public Defender b. Private Probation 4. Conceptual Design 5. Preliminary Cost Estimate Description of the Scope of Services of the Architectural Program 1. Judicial Space Programming/Space Needs and Standards To include details of all judicial courtroom and office requirements with recommended quantities and size parameters. 2. Judicial Operational Analysis and Adjacencies To include details of building connections, departmental adjacencies, egress and elevators, public amenities, staff and sheriff circulation zones, security and ADA requirements. 3. Site Planning and Future Expansion Details of the proposed site, location and orientation of structures and future expansion, utilities, roadways, foot and vehicle traffic. 4. Zoning, parking and Traffic Requirements Details of governmental requirements and regulation of proposed building site. 5. Conceptual Design/Conceptual Elevation Pre-design plan views of proposed facility layouts and 3D rendering of the exterior elevation of the proposed courthouse facility. 6. Preliminary Cost Estimate An estimated cost for construction of the courts wing phase of the project based on site development and prevailing construction market rates per square foot. Additional Courthouse Tenants 7. District Attorney Operational Analysis Space Needs and Standards To include details of projected space needs and adjacencies and projected growth of the District Attorney department. Page 3 of 8

4 8. District Attorney Space Programming To include details of office space requirement, based on quantity and sizes of required offices. 9. Potential Additional Building Tenants Upon consulting the Clear Creek County Officials, assess the need and benefits of including other justice governmental agencies to the courts wing. Potential tenants include but are not limited to the Public Defender and Probation officers. 10. Conceptual Plan of Additional Tenants Conceptual plan view of offices layout, circulation and adjacencies of the Additional Tenant Office space. 11. Preliminary Cost Estimate of Additional Tenants An estimated cost for construction of the additional tenant portion of the project based on prevailing construction market rates per square foot. SCHEDULE The tentative Request-for-Qualifications schedule is as follows: SCHEDULED ITEM DATE Public Request-for-Qualifications for November 4, 2015 Architectural Services Pre-Submittal Meeting (Mandatory) November 18, 2015 Deadline for Submission of Questions November 30, 2015 Deadline for Responses to Submitted December 7, 2015 Questions Deadline for Submittals (4:00 p.m.) December 14, 2015 Selection/shortlist December 21, 2015 Oral Presentations/Interviews (if January 4, 2016 necessary) Estimated Notice of Intent Award January 11, 2016 Estimated Starting Date January 12, 2016 Completion Deadline March 20, 2016 Any revisions to the above schedule will be posted on the Clear Creek County website Bid Postings link. It is the responsibility of all submitting firms to review this website for scheduling updates as well as Request-for-Qualifications modifications and addendums. Page 4 of 8

5 SUBMITTAL REQUIREMENTS: The County is soliciting responses from qualified Architectural Firms interested to be considered and evaluated for the Project. The Request-for-Qualifications response shall include the following information and shall be organized as follows: Cover Letter Table of Contents 1. Firm Overview: Provide concise details of your Firm which includes information describing size, services, credentials, qualifications and expertise, office location and specific experience in judicial facility programming, planning and design. 2. Relevant Experience: Provide specific examples of relevant judicial facility (minimum 3) projects of similar scope and complexity the Firm has completed in the last five years including LEED certified projects. Please provide a detailed description of the specific role and services your firm played within each project. Include Client references for each Project submitted. Provide specific experience with the Construction-manager-general-contractor delivery process completed in the past five years. Include construction-manager-general-contractor references for each project submitted. 3. Major Consultants: Provide a concise description of the major consultants to be used on this Project as well as Examples of their relevant judicial facility experience. Provide examples of any previous teaming your firm has completed with major consultants you are proposing. 4. Current Workload: Provide a description of projects undertaken by your firm that would be concurrent with the timeframe of this project. 5. Project Team: Provide an Organization Chart and Resumes for the Key Individuals assigned to this project. Include names, titles, education, professional credentials, functional role, professional registration and/or associations as well as relevant personal experience. It is the expectation of Clear Creek County that the individuals noted above will not be changed after the Project is awarded except in unusual circumstances beyond the Firm s control. 6. Project Approach: Provide a detailed narrative and proposed schedule describing your specific approach as well as your ability to meet the needs of this Project. Outline your understanding of the Project and identify critical issues based on your Firms experience. Include your methodology regarding Programming, Design Services, Cost Control, Schedule Control and Value Engineering. Appendix: Provide any other information unique capabilities, value-added services, etc. relevant to the County s evaluation of your Firm. Response information shall be limited to the information requested as noted above. Page 5 of 8

6 Do not include a cost proposal with your Request-for-Qualifications response. Shortlisted firms that are selected for interviews will be asked to bring a detailed cost proposal to the interview in a sealed envelope (details of requirements of the cost proposal will be provided to the shortlist applicants. Expect that tables noting base fee per consultant, reimbursable per consultant, allotted % of fee and total dollar amount per each programming phase, etc. will be requested.) Cost proposals will be reviewed once interviews are complete. Cost proposals may be used in helping to determine a successful firm. Clear Creek County will not be responsible for any cost associated with the preparation of the Firms responses to this Request-for-Qualifications. Page 6 of 8

7 SUBMISSION OF RESPONSE: Responses shall be submitted in a package clearly identified as follows: RESPONSE TO REQUEST FOR QUALIFICATIONS CLEAR CREEK COUNTY COURTS WING REMODEL PROJECT The firm shall submit 10 hard copies and one electronic copy of their response to this Request-for-Qualifications. Firms may not contact any team members, staff or employees of Clear Creek County or other parties involved in this project. All communications regarding this project should be directed to: Beth Luther, Clear Creek County Representative. Please deliver your responses to: Beth Luther Clear Creek County P.O. Box 2000 Georgetown, CO The deadline for submitting a Response is 4:00 p.m. local time on December 14, Responses will be time-stamped and logged upon receipt. Responses received after the deadline will NOT be considered and will be returned unopened. All timely and properly prepared Responses will be considered for evaluation. SELECTION The County will appoint a Selection Committee. The Selection Committee will analyze the submittals and will evaluate the Firms regarding their qualifications and expertise, including, but not limited to, relevant experience, capability of professional staff, location, project approach and demonstrated performance as well as ability to maintain budget and schedule considerations. RESERVATIONS: The County reserves the right to reject any and all Responses and to waive any informality, technical defects or clerical errors in any Reponses as the best interest of Page 7 of 8

8 the County may require. Selection procedures will be conducted in conformance with all applicable qualifications-based selection requirements. ADDITIONAL INFORMATION Questions & Inquiries: Prior to the Pre-Submittal Meeting, applicants may submit written questions to Beth Luther, Clear Creek County Representative or via to Questions will be complied and every effort will be made to answer the questions at the time of the Pre-Submittal Meeting. A question and answer period will also be available after the Pre-submittal meeting. Pre-Submittal Meeting (Mandatory) A Pre-Submittal Meeting will be held on November 18, 2015, from 1:00 p.m. to 3:00 p.m. at the Clear Creek County offices located at 405 Argentine Street, Georgetown, CO The Pre-Submittal Meeting will be the opportunity for Firms to ask questions regarding the Project. Attendance is mandatory. All interested applicants are required to attend in order to prepare responsive submittals. Addenda The County reserves the right to issue addenda to the Request-for-Qualifications at any time as a result of questions, change in schedule or other matters. Such information will be transmitted to all firms in attendance at the Pre-Submittal Meeting and posted on the County website. The County also reserves the right to cancel or reissue the Requestfor-Qualifications. Page 8 of 8

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